In the text below you will see the current by-laws and in each section where changes are proposed, the old text is identified with the heading “Old” and the proposed change is identified with the heading “New.”
To summarize, the proposed changes include:
- Changing the officers of the Society from the President, Vice-President, Secretary-Treasurer to President, Vice-President, Secretary, Treasurer and Member-at-Large.
- Changing the Secretary-Treasurer position to two positions, Secretary and Treasurer
- Eliminating the Archivist position from the executive board and instituting a three person committee to fill the role
- Changing the Executive Committee meetings from monthly to an as-needed basis. Notice of Executive Board meetings to be sent to all general members in advance.
- The general article on “Voting” is changed to reference “Voting for Motions.”
- A new article describing how voting shall occur at Executive Board meetings and specifying voting for office at the November meeting.
- Terms of office extended from one year to two years, but terms of office limited to two consecutive terms in any position.
- All legal documents will be signed by either the President and Treasurer, Treasurer and Secretary or President and Vice-president. All cheques to be signed by the Treasurer and President or Vice-President.
- The Society has the power to set-up and disband standing committees and it is proposed that in future committees be created or disbanded by motion
- Rules of conduct require members to conform to the society by-laws and all members are to refrain from using Society material, letterhead or correspondence for personal use. Any member of the Executive absent from two consecutive executive meetings without notifying the Executive shall be removed form their position and a new member elected.
- No member may speak on behalf of the Society to any media, person, society or business without the consent of the Executive. The President or Acting President are the only people who can represent the Society in public matters or correspondence.
Hastings Historical Society
The name of this organization shall be the “Hastings Historical Society,” Hereinafter called “The Society.”
ARTICLE 02 – STATUS
The Society is a non-profit organization through affiliation with The Ontario Historical
ARTICLE 03 – AIMS AND OBJECTIVES
The following shall be the aims and objectives of the Society;
To Develop and implement methods of collecting, preserving and displaying historic artifacts and historical records of Hastings and the immediate surrounding areas.
To carry out the activities that will make the citizens of this area more aware of their Heritage.
To develop wherever possible, an oral history of past events, and to record such oral accounts
To promote and support the teaching of local history in the schools within our area.
To liaise and co-operate with other historical societies in the immediate surrounding community
To assist our members in the carrying out of individual historical or genealogical projects and/or research; and
To establish a heritage centre for preservation and display of local history.
ARTICLE 04 – MEMBERSHIP
Membership in The Society shall be open to everyone interested in furthering the aims and objectives of The Society. The membership dues will be set at the annual meeting. The Society shall create, at its discretion, special classes of memberships, such as Honorary or Associate.
Old ARTICLE 05 – OFFICERS The officers of the Society shall be the President, Vice-President, Secretary-Treasurer
New ARTICLE 05 The officers of the Society shall be the President, Vice-President, Secretary, Treasurer and Member at Large.
The President shall preside at all meetings and be the official head of The Society. The President shall be an exofficio member on all committees and shall be the official spokesperson for The Society.
The Vice-President shall discharge the duties of the President in the event of the absence or disability of the latter.
Old The Secretary-Treasurer shall be responsible for the recording of the proceedings of all meetings of the Society, attend to correspondence, keep records of all business transactions, all resolutions, a list of members of The Society, keep reports of all committee meetings, all annual statements, financial statements and audited reports, shall keep in his/her custody all monies and such other properties, and pay invoices as approved by the Society
New The Secretary shall be responsible for the recording of the proceedings of all meetings of The Society, attend to correspondence, keep records of all business transactions, all resolutions, a list of members of The Society, and keep reports of all committee meetings.
New The Treasurer shall be responsible for keeping all annual statements, financial statements and audited reports, shall keep in his/her custody all monies and such other properties, and pay invoices as approved by The Society.
New The Member-at-Large shall assist the Executive in decision making and to be able to break a tie vote on the Executive Board.
Old The archivist shall be responsible for the collection, preservation and cataloging of the archives of The Society, and to make the archival material available to the public for research purposes.
New This position has been eliminated from the board and will be replaced by a committee of no less than three members.
ARTICLE 06 EXECUTIVE BOARD
The Executive Board shall consist of the officers of The Society, together with the most recent Past-President of the Society. The Past-President shall serve as a non-voting member of the Executive Board.
ARTICLE 07 MEETINGS
General meetings shall be held each month at a date and location to be determined by The Executive Board. Due notice of such date, time and location shall be given to all members.
Old Executive Board Meetings shall be held each month at a date, time and location to be determined by the Executive Board. Due notice of each date, time and location shall be given to all members of the Executive Board.
New Executive Board Meetings shall be held at a date, time and location to be determined by the Executive Board. Due notice of each date, time and location shall be given to all members.
The Annual General Meeting shall be held in the month of March of each year, at a date, time and location to be determined by the Executive Board. Members of The Society must be given at least 21 days notice of the intended Annual General Meeting
The quorum of a regular General Meeting or the Annual General Meeting shall be Twenty-five percent (25%) of the total members. The quorum for an Executive Board Meeting shall be three (3) voting members of the Executive Board.
Old Article 08 – Voting
Every member in good standing other than the President, is eligible to cast one vote on any matter coming before the General Meeting for determination. The president shall have no vote on such matters save in the event of a tie vote by the members.
New ARTICLE 08 – VOTING FOR MOTIONS
Every member in good standing, other than the President, is eligible to cast one vote on any matter coming before the General Meeting for determination. The President shall have no vote on such matters save in the event of a tie vote by the members.
New ARTICLE 8A VOTING FOR EXECUTIVE
Every member of the Executive Board, other than the President, is eligible to cast one vote on any matter coming before the Executive Board for determination. The President shall have no vote on such matters save in the event of a tie vote by the members of the Executive Board.
All members will be given a ballot at the November meeting which will be collected by the Nominating Committee, tallied and the results given. In case of a tie, ballots will be re-issued and dealt with in the same manner.
ARTICLE 09-TERM OF OFFICE
Old The term of office shall be for one year. The initial Executive (1997) shall stay in office until the end of December 1998. Elections thereafter shall be annually.
New The term of office shall be two years.
The Executive Board shall stay in office until the end of December of the second year. A member shall hold office for no more than two terms (4 years) in any position.
ARTICLE 10 – Fiscal Year
The fiscal year end for The Society will be December 31 of each year.
ARTICLE 11 – AUDITOR
The Society shall appoint an auditor, who shall audit its accounts annually
The remuneration of the auditor shall be approved by The Society.
ARTICLE 12 – PROCEDURE FOR AMENDING BY-LAWS
The enactment of the By-Laws and any repeal, amendment or re-enactment shall be confirmed by at least two-thirds of the vote cast at a General Meeting of The Society, with 30 days due notice having been given.
Notice of any proposed repeal, amendment or re-enactment shall be given to the Secretary in writing and signed by a member of The Society at least one month before the meeting. The Secretary shall, upon receipt of such notice, send copies to every member of The Society.
ARTICLE 13 – SPECIAL MEETINGS
Special Meetings may be called by the Executive, with proper notice given to the membership as to date, time, location and purpose and shall be called if requested to do so in writing by six members.
ARTICLE 14 – VACANCY
A vacancy on the Executive may be filled by appointment made by the general membership at a general meeting. The appointee shall remain in office as long as the vacating member would have retained the same.
ARTICLE 15 – NONIMATING COMMITTEE
Old The nominating committee is to be named by the Executive two (2) months prior to the Annual Meeting in the year of elections. Nominations shall be accepted from the membership and all such nominations must be accepted by the candidate.
New The nominating committee is to be named by the Executive two (2) months prior to the November meeting. Nominations shall be accepted from the membership and all such nominations must be accepted by the candidate.
ARTICLE 16 – AUTHORIZED SIGNATURES
Old all legal documents must be signed by two Officers, being the Presdident and the Secretary-Treasurer or the Vice-President and the Secretary-Treasurer
New All legal documents must be signed by two Officers, being the Treasurer and President, Treasurer and Vice-President, Treasurer and Secretary. Signing authority for all cheques shall be The Treasurer and President or Vice President and shall be changed upon the election of the Executive if needed biannually or if any position has been vacated.
ARTICLE 17 – COMMITTEES
Old The Society shall have the power to set up and disband Standing Committees, and shall not limit the power of the Executive to set up Ad Hoc Committees as it deems necessary in order to transacr and conduct the business and projects of The Society. No committee shall have the power to make decisions affecting policies and finances of The Society without the approval of The Executive.
New The Society shall have the power by motion to set up and disband Standing Committees, Ad Hoc Committees as it deems necessary in order to transact and conduct the business of The Society. No committee shall have the power to make decisions affecting policies and finances of The Society without the approval of the Membership, upon presentation. The Committee may recommend that a motion be made.
ARTICLE 18 – INDEMNIFICATION
Every officer and member of the Executive Board and his/her heirs, executors and administrators, and estate and effects, respectively, shall at any time be indemnified and save harmless out of the funds of The Society from and against him/her, for or in respect of any act, deed, matter or thing whatsoever made, done, or permitted by him/her in or about the execution of his/her office, except such costs, charges or expenses as were occasioned by his/her own dishonesty or willful neglect.
ARTICLE 19 – PROVISION FOR DISSOLUTION
In the event of the dissolution of The Society, after the payment of all debts and liabilities, the remaining property of The Society shall be disposed of to like-minded organizations in Ontario, with preference given to local Societies, Archives or Museums. Every effort should be made to return artifacts or materials to the original donor or their family.
New ARTICLE 20 – RULES OF CONDUCT – DISCIPLINARY ACTION
If any member should fail to adhere to said by-laws, or conduct themselves in a manner which would bring prejudice upon any other member or “The Society,” the Executive will inform the member of “The Society,” that he/she is no longer a member of “The Society.” No member is to use material, letterheads or correspondence for personal use. Any executive who is absent from two consecutive meetings without notifying the Executive shall be removed from said position and a new member elected.
New ARTICLE – 21
No member is to speak on behalf of The Society to any media, person, society or business, correspond with, without the consent of the Executive. The President or Acting President are the only people to represent “The Society” in all public matters or correspondence.